Office Facilities Specialist

Coty; City of Westminster; Hybrid; GBP 60,000 - 80,000; Full time

Job summary

A global beauty company located in the City of Westminster is seeking an Office Facilities Specialist to oversee day-to-day operations, manage office infrastructure, and ensure compliance with safety regulations. The ideal candidate will have a Bachelor's degree, proven experience in facility management, and strong organisational skills. This role offers a hybrid working model with competitive benefits including health insurance and generous leave policies.

Benefits

Omni-working policy with hybrid flexibility

Private Health Insurance

Holiday allowance and birthday leave

Volunteering days

Qualifications

• Bachelor's degree in business administration, facility management, or a related field preferred.
• Master the English language.
• Proven experience in facility management or office management.
• Strong organisational and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Knowledge of HSE and environmental regulations, IOSHH qualified.
• Proficiency with office management tools and software.

Responsibilities

• Oversee maintenance and operation of office infrastructure.
• Manage relationships with vendors and service providers.
• Ensure compliance with health and safety regulations.
• Plan and manage office moves and renovations.
• Develop and enforce office policies and procedures.
• Manage facility-related budgets and monitor expenses.

Skills

Organisational skills

Problem-solving skills

Communication in English

Budget management

Knowledge of HSE regulations

Proficiency with Microsoft Office

Education

Bachelor's degree in business administration or facility management

Tools

ERP systems

Job description

Proactive, organised, detail-oriented and oversees the day-to-day operations of our office and ensures a well-maintained and safe working environment. In this role, you will be the architect of a safe, efficient and inspiring workplace ensuring our people and site operations thrive every day through managing site facilities, coordinating office services and events, and ensuring that all aspects of the workplace run smoothly and efficiently.

Facilities Management

• Oversee the maintenance and operation of office infrastructure (HVAC, electrical, plumbing, etc.).
• Manage relationships with vendors and service providers (cleaning, security, repairs, etc.).
• Ensure compliance with health, safety, and building regulations.
• Plan and manage office moves, renovations, and refurbishments.
• Monitor and manage office space utilisation and workplace ergonomics. Manage the resolution of office incidents and preventative methods.

Office Operations

• Manage day-to-day office activities, including supply procurement, equipment management, and coordination of services (e.g., cleaning, catering, and IT support).
• Develop and enforce office policies and procedures to maintain an organised and professional work environment.
• Manage contacts with suppliers, landlord and any other service provider where needed or in coordination with the International Facilities Management where present.
• Responsible for invoice management, open POs, reviewing and controlling in a timely manner according to internal control procedures.

Vendor and Budget Management

• Partner with Independent Facilities Management provider in the contracts negotiation and service agreements with suppliers and other service providers.
• Manage facility-related budgets, monitor expenses, and provide regular reporting to senior management.
• Identify cost‑saving opportunities without compromising the quality of services or infrastructure.

Health, Safety and Security

• Ensure that health and safety protocols and training are established and maintained according to local regulations.
• Oversee the security of the office, including access control, CCTV, and alarm systems in partnership with building management.
• Regularly conduct Risk Assessments and Accident investigation, including RIDDOR reporting as necessary, producing data tracking and insights.
• Be the main point of contact with local HSE responsible (internal and external), as expected by local legislation.
• Ensure the site complies with Coty specific HSE standards and systems, such as accident, incident and Near Miss monthly reporting.

Employee Support and Experience

• Partner with employee networks to design and deliver events that support Coty's culture & DEI programmes along with Brand events, staff sampling, benefits and learning engagement events.
• Coordinate local charity partnerships and fundraising activities such as product sales and running of staff shop.
• Collaborate with HR and IT to ensure new hires are properly onboarded and have the necessary tools and workspace.
• Foster a positive and productive office environment by implementing initiatives that improve employee satisfaction.

Working for Coty means you'll get to work in a diverse environment with teams passionate about the work they do and know how to have some fun along the way. Our people make us who we are. They are the brightest minds bringing the boldest ideas to life every day. If you're the kind of person who refuses to settle, if you want to think bigger, learn faster and go further than you ever thought possible - we'd love to hear from you. You will be part of a broader Facility organization across an International Facilities Management model in Coty, working with diverse stakeholders in market and above market, partnering with HR, IT, Procurement and Finance.

YOU ARE A COTY FIT

You like to plan and coordinate teams and processes. As a/an experienced Office Facilities Specialist, you have an across‑the‑board perspective of facility and HSE activities, and you get energy from working in a fast‑paced, diverse and international environment.

Qualifications

• A Bachelor's degree in business administration, facility management, or a related field is preferred.
• Master the English language.
• Have proven experience in facility management, office management or a related field inc Budget management.
• Strong organisational and problem‑solving skills, with a proactive approach to managing tasks and challenges.
• Ability to manage multiple priorities in a fast‑paced environment.
• Knowledge of HSE and environmental regulations, IOSHH qualified.
• Proficiency with office management tools and software (e.g. Microsoft Office, ERP systems).

Benefits

A dynamic and inclusive workplace culture.

• Omni‑working policy, hybrid flexible working model 50 / 50 enabling employees to balance remote and office‑based work and promote work / life balance.
• Competitive benefits including Private Health Insurance, great holiday allowance plus birthday leave & volunteering days.

Recruitment Process

• A telephone / online introductory meeting follows.
• A first online / in‑person interview.
• A second interview.
• You will receive a proposal with the terms of employment.

About Coty